Administrator

4 days ago

Attleborough, United Kingdom Norfolk Community Health and Care NHS Trust Full time

Job summary

An exciting opportunity has arisen for an Administrator to be part of the health and social care integrated South Norfolk Community Learning Disabilities (LD) Team. The successful candidate will work as a member of a team assisting in the effective and smooth running of the office by providing administrative support to staff. The post holder will maintain excellent interpersonal and communication skills and maintain effective working relationships.

Main duties of the job

To provide comprehensive and pro-active secretarial and administrative support ensuring that all administrative processes and tasks are undertaken efficiently, effectively and to a high standard. Contributing to the smooth running of the South Norfolk Community Learning Disabilities (LD) Team.

About us

You will be based within a passionate, friendly and supportive multi-disciplinary team and a key member of the integrated Business Support Team, working alongside other health and social care administrators.

We are looking for an enthusiastic, hard working person with experience in administrative processes, to contribute to the smooth running of the office and its overall effectiveness.

You will have excellent communication skills, positive attitude, flexibility to meet the needs of the role, time management, demonstrate excellent keyboard skills using a range of software programmes and experience receiving telephone calls.

You will demonstrate an aptitude for professional development, commitment to excellent customer service and be prepared to work in a person-centred way and embrace the team's practice of multi-disciplinary working.

Job description

Job responsibilities

To carry out and prioritise a variety of administrative and clerical duties and undertake other general office duties (prioritising and generate own workload). Using a range of software programmes and typing to produce, maintain and distribute documents, including reports, spreadsheets, databases and presentations, which may include regularly dealing with matters of a complex and/or distressing nature. Understanding of a range of work procedures and practices, some of which are non-routine, which require a base level of theoretical knowledge. This is normally acquired through formal training or equivalent experience. Photocopying, scanning, emailing, faxing, distributing, filing and organising letters, reports and other documents. Setting up and maintaining comprehensive, confidential records and filing systems, ensuring that all records are kept up-to-date and filing is carried out in a timely manner. Opening, date-stamping, sorting and distributing incoming mail, relating it to previous correspondence as appropriate and ensuring that outgoing post is sent in a timely manner. Researching appropriate websites, downloading and circulating documents, as requested. Where required supervise specific staff on a daily basis. Identify and report areas within working processes and procedures that could improve service delivery Monitor referrals received, process external and internal referrals for MDT meetings and complete referral administration on the patient records system in accord with MDT referral decisions. Monitor the waiting list and alert the team to any approaching 18 weeks. To maintain schedules and diaries, organise and service meetings, which may involve travel to and from other venues. This will include resolving appointment conflicts, ensuring notes are ready for clinics, issuing meeting invitations, formulating agendas, distributing papers, making room bookings, arranging meeting room layout, equipment, hospitality, greeting visitors and taking formal minutes or notes of meetings. Work is managed, rather than supervised and results/outcomes are assessed at agreed intervals. To undertake receptionist/telephonist duties, receiving and processing telephone calls, including referrals, which may be urgent, liaising with health professionals to correctly process referrals. To communicate with patients and clients at an appropriate level providing clear information and guidance and dealing with patient's fears and lack of understanding, exercising tact and judgement in dealing with and resolving routine enquiries, taking accurate messages and ensuring these are passed to the relevant person in a timely manner. To be responsible for the efficient use of office equipment and supplies, monitoring and maintaining stock levels, requisitioning/authorising and receipting goods and services on the NHS procurement system PowerGate and carrying out research into goods and services as directed. Inputting onto various databases and systems, Liquid Logic and designated spreadsheets, within the required timescales and deadlines. To report maintenance, cleaning, health and safety and other site issues in line with current procedures keeping the line manager/site manager informed at all times. In conjunction with colleagues to be responsible for ensuring that petty cash, monies or valuables are accurately recorded and banked promptly and that a regular audit is carried out to ensure compliance with procedures and financial standing orders. To implement policies for own work area and propose changes as necessary and demonstrating required duties to new starters. To monitor and report sickness absence and annual leave. To receive controlled items including (but not exclusively), prescription pads and drugs, in accordance with Trust Protocol Guidelines, ensuring secure storage and distribution to the relevant disciplines. Provide cover in other departments, including Reception, during periods of absence, as directed by the Operational Health Lead or Joint Team Manager. This may require traveling to other sites. It is the post Holder's responsibility to ensure that they have undertaken all mandatory training, in line with Trust policies and procedures. Person Specification

Qualifications

Essential

Minimum of English and Maths Grade C or equivalent Qualification or experience NVQ Level 2 in Business Administration or equivalent

Desirable

Shorthand NVQ Level 3 in Business Administration

Other

Essential

Able to make own transport arrangement

Experience

Essential

Experience in a busy office environment Experience of working as part of a team Ability to organise and service meetings

Desirable

Experience of NHS ordering systems Knowledge of NHS invoicing systems Knowledge of Liquid Logic

Skills, Abilities and Knowledge

Essential

Comprehensive working knowledge Of Microsoft Office, especially Word, Excel and Outlook Good organisational skills Proven ability to work on own initiative, without direct supervision, prioritising and managing own workload Articulate, calm, polite and well-motivated with a positive attitude to customer care

Desirable

Enhanced IT Skills Planning Skills Customer Care Skills

Communication

Essential

Able to communicate effectively in written and verbal English language

Personal and People Development

Desirable

Supervisory skills

Personal Attributes / Behaviours

Essential

Flexible attitude and approach to work to meet the needs of the service.

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